Proposal Coordinator: Streamline RFQ/RFP Submissions

Ainsworth Inc; Mississauga; On-site; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Job summary

Ainsworth Inc is seeking a Proposal Coordinator to support the Proposal Development team in preparing, formatting, coordinating, and submitting proposals and sales documents. You will work with internal teams to ensure RFQs and RFPs are accurate, complete, and delivered on time.

The ideal candidate is organized, detail-oriented, and able to manage multiple deadlines in a fast-paced environment. This role requires collaboration across departments and strong proficiency with Microsoft Office and

Qualifications

• College diploma or university degree in Business, Communications, Marketing, Project Management, or related field.
• 1-3 years of coordination, administration, project support, business development, or related role.
• Experience with SharePoint, CRM systems, document management tools, proposals, RFQs/RFPs, or procurement portals is an asset.
• Experience in construction, facility services, engineering, or technical services is considered an asset.
• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong organizational, time management, and communication skills with keen attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Self-motivated team player with a willingness to learn and grow.

Responsibilities

• Assist with the preparation and coordination of RFQs, RFPs, Prequalifications, and other proposal submissions.
• Review bid documents and help identify submission requirements, forms, and deadlines.
• Track proposal deadlines, requirements, and outstanding information.
• Coordinate with internal teams to gather resumes, project references, and other information.
• Format, edit, proofread, and assemble proposal documents.
• Maintain and update resumes, project profiles, templates, and other proposal content.
• Organize proposal files and documents in SharePoint and other internal systems.
• Support internal proposal reviews and approvals.
• Assist with electronic submissions through client portals and email.
• Complete final checks to ensure submissions are complete and properly formatted.
• Provide general support to the Proposal Development Team as required.
• Perform other related duties as assigned.

Skills

Strong organizational skills

Time management

Communication skills

Attention to detail

Team player

Willingness to learn

Education

College diploma or university degree in Business / Communications / Marketing / Project Management or related field

Tools

SharePoint

CRM systems

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Document management tools

Job description

Ainsworth Inc is seeking a Proposal Coordinator to support the Proposal Development team in preparing, formatting, coordinating, and submitting proposals and sales documents. You will work with internal teams to ensure RFQs and RFPs are accurate, complete, and delivered on time.

The ideal candidate is organized, detail-oriented, and able to manage multiple deadlines in a fast-paced environment. This role requires collaboration across departments and strong proficiency with Microsoft Office and